Use this form to enter and post payments that you receive from customers.

Some buttons in the form are not available when a journal has been submitted for workflow journal approval. When the journal is approved, the Post button options are available, and the other controls and fields in the form are not. You can view, edit, or process payments for a journal that has been approved. If you change an approved journal, the workflow status is reset, the Post button options are not available, and the other controls and fields are available. When the changes have been made, the journal must be resubmitted for approval.

Open the Edit customer payments form, in which you can settle the payment that is selected on the Overview tab.

Post

Open a menu that contains the following items:

Post and transfer – Post lines that do not have errors and transfer lines that have errors to a new journal.

Post – Post the selected lines. If an error exists, no lines are posted and an error message is displayed.

Validate

Open a menu that contains the following items:

Validate – Verify that the journal lines are ready for posting.

Validate voucher only – Verify that the selected journal line is ready for posting.

Financial dimensions

Open a menu with options to open a form where you can select financial dimensions for the main account, offset account, or, if it is necessary, a payment fee account. The menu options that are available depend on the form that you are currently working with.

Approval

Open a menu that contains the following items:

Report as ready – Specify that the selected journal line is ready for approval.

Approve – Approve the selected journal line.

Reject – Reject the selected journal line

Note

This button is available only if journal approval is enabled in the Journal names form for the journal name that you selected in the Payment journal form.

Sales tax

View, and edit before posting, if you have to, the expected sales tax transaction that is related to the journal line that is selected on the Overview tab.

Period journal

Open the Period journal form, where you can retrieve the lines of a period journal.

Functions

Open a menu that contains the following items:

Settlement – Open the Settle open transactions form, where you can settle the payment line that is selected on the Overview tab against one of the open customer invoices.

Generate payments – Open the Generate payments form, where you can generate a payment to the appropriate bank account for the selected lines.

Deposit slip – Create a deposit slip when the journal has been posted.

Journal descriptions – Open the Journal descriptions form, where you can enter descriptions for the journal transactions.

Delete the customer payments journal transactions – Delete all lines in the journal.

Import payments – Open the Load diskette with payments form, where you can import customer payments into the journal.

Execution date – Enter a date for the import of domiciliation records.

Payment status

Open a menu that contains the following items:

None – The status of the line at the start of the process.

Sent – Select when the payment or check is generated.

Received – Select when the bank informs you that it has received a file, if the bank has agreed to inform you about this.

Approved – Select when the payment is approved.

Reuse – Select to use the check number for the payment again. For example, if the check was damaged when it was printed, you can use the same check number to print a new check.

Note

(USA) This control is available only to legal entities whose primary address is in the United States, and if you selected the Allow check reuse check box in the Bank parameters form.

Rejected – Select when the payment is rejected.

Note

(NOR) Three additional statuses are also available to legal entities whose primary address is in Norway.

Payment proposal

Open a menu that contains the following items:

Create payment proposal – Run a batch job to retrieve open and approved customer invoice lines that are due for payment, that can yield a cash discount, or that fulfill both of these criteria.

Edit payment proposal – Edit the payment proposal lines that were created in the batch job, print reports of the proposals, and transfer the lines to the payment journal.

Inquiries

Open a menu that contains the following items:

Voucher – Open the Voucher transactions form, where you can view the ledger journal entries for the payment transactions

View marked transactions – Open the Marked for settlement form, where you can view the transactions that will be settled.

Balance control – Open the Balance control form, where you can view the balances of each bank account.

Payment control – Open the Payment control form, where you can view payment lines by vendor account and currency.

Payment fee – Open the Payment fee form, where you can view information about payment fee transactions.

The options that are available depend on the posting status of the selected journal line.

Print

Print reports that are relevant to the journal lines, and print pro forma invoices for prepayments.

Mark invoice lines

Open the Mark invoice lines form, where you can select individual lines for settlement and modify the amounts to settle for those lines.

This button is available only in the following circumstances:

The Mark lines on free text invoices and interest notes check box is selected in the Accounts receivable parameters form.

The total amount of the selected customer transactions is greater than zero; it is not a credit memo or a credit interest note.

The selected transaction contains more than one transaction line that is available to be marked.

View or enter the posting date. The default date is the system date, which is typically today's date. When the date on a line has been changed, that is the default date when a new line is created.

Company accounts

Select the legal entity that is associated with the customer for this transaction. If you are using centralized payments, the legal entity that you select here is considered the legal entity of the payment For more information, see About centralized customer payments.

Account

Enter or view the account number for the customer.

Invoice

Enter or select the invoice number that is related to the payment. For example, if you received a payment receipt from your bank, enter the invoice number. Information about the customer is displayed.

Note

If multiple invoices are related to the payment, use the Settle open transactions form (Functions > Settlement) to select the invoices, instead.

If an asterisk (*) is displayed, multiple invoices or transactions other than invoices are assigned to the payment.

Description

Enter a description of the transaction. Alternatively, enter the code for the standard journal description that is created in the Journal descriptions form.

Debit

Enter a debit amount in the currency that is selected for the journal line.

Credit

Enter a credit amount in the currency that is selected for the journal line. Customer payment amounts are typically, but not always, entered in this field.

Use a deposit slip

Select this check box to indicate that the amount will be deposited by a deposit slip.

Select the account type for the offset transaction to the customer payment. This is typically the Bank account type for customer payment journal lines.

Offset account

Enter or view the account for the offset account type that is selected in the Offset account type field.

Payment status

Select the payment status of the payment line.

None – The status of the line at the start of the process.

Sent – Select when the payment or check is generated.

Received – Select when the bank informs you that it has received a file, if the bank has agreed to inform you about this.

Approved – Select when the payment is approved.

Reuse – Select to use the check number for the payment again. For example, if the check was damaged when printing, you can use the same check number to print a new check.

Note

(USA) This option is available only to legal entities whose primary address is in the United States, and if you selected the Allow check reuse check box in the Cash and bank management parameters form.

Rejected – Select when the payment is rejected.

Note

(NOR) Three additional statuses are also available to legal entities whose primary address is in Norway.

Voucher

The voucher number for the transaction.

Voucher series are set up in the Number sequences form. If the Continuous check box is selected in the Number sequences form and no user changes are allowed (the To a lower number and To a higher number check boxes are cleared), this field is skipped when you move through the fields in the form.

The voucher series is selected for the journal name in the Voucher series field in the Journal names form.

Currency

The currency of the payment line. If the payment is in a foreign currency, you must specify the currency in this field.

This field receives a default currency according to the following priorities:

The Currency field in the Main accounts - chart of accounts: %1, Customers, or Vendors forms, according to the account type.

The Currency field in the Journal form, taken from the Journal names form.

The Accounting currency field in the Ledger form.

Account name

The name of the account.

Offset account name

The name of the offset account.

Method of payment

Enter or view the payment method that is used for the selected line.

Payment specification

Select or change the payment specification, if any, of the method of payment that applies to the selected line.

When you record a customer payment and specify Customer in the Account type field, the transaction is posted to the selected customer account. At the same time, a transaction is made automatically in the customer summary account in the general ledger. For more information, see Customer posting profiles (form).

Document

Enter the number or name of the document that is the basis for the payment transaction.

Document date

Enter or view the date of the document, such as a customer invoice, that is the basis for the payment transaction. The document date is used to determine the payment due date and the cash discount date.

Release date

To put the transaction on hold until a specified date, enter that date. You still can modify the transaction, and it can be posted on or after this date.

If this field is blank, the transaction can be posted at any time.

Note

You can clear this field to remove the hold.

Transfer

Select this check box to designate the transaction as a transfer. You can use the transaction type name that is added to the payment transaction to identify the transaction later.

Company accounts

The identifier for the legal entity. This ID also serves as an extension on transactions that are posted between legal entities in intercompany accounting.

Account type

Select or view the account type of the journal line. On the customer payment journal lines, the default value for this field is Customer.

Sales tax group

Select or view the sales tax group for the transaction. The default value is the sales tax group that is selected for the customer account that is entered on the payment line.

If the Exempt check box in the Main accounts - chart of accounts: %1 form is selected for the ledger account in the Account field on the journal line, this field does not have a default value, but you can enter a value.

Sales tax direction

If this check box is selected, the sales tax direction for the selected journal line is controlled by the setup of the Sales tax direction field in the Main accounts - chart of accounts: %1 form for the ledger account that is selected in the Account field on the journal line.

Example

If customer payments are recorded on a voucher together with a fee from the bank, the sales tax direction on the sales tax posting of the fee is determined to be outgoing (Sales tax payable), because a customer account is part of the voucher posting. However, if the Sales tax direction field is selected on the line with the fee, the sales tax direction is instead taken from the main account. The sales tax direction changes to Sales tax receivable if the sales tax direction on the main account is set to Purchase.

Tip

To view the sales tax direction for the journal line, click Sales tax.

Offset company accounts

Enter the identifier for the legal entity where the current transaction will be offset.

Offset-transaction text

Enter a description for the offset journal entry.

Exchange rate

The currency exchange rate that applies to the transaction.

Secondary exchange rate

The secondary exchange rate.

Calculation method

The basis for the calculation of the cross rate.

Cross rate

The cross rate for the transaction.

Prepayment journal voucher

Select this control to specify that the payment is a prepayment that was made by using a prepayment journal voucher. For more information about prepayments and the prepayment journal vouchers, see About prepayments and prepayment journal vouchers.

If the payment proposal was used to create the line, the payment ID from the invoice or credit note is suggested, but you can change this.

Note

Enter text that is used to describe the payment in a generated file for electronic payments.

Due date

The due date for the invoice that is calculated based on the terms of payment for the invoice. You can change this date.

Note

The due date is not calculated if the payment is not associated with an invoice.

Posting profile

The posting profile for the transaction. The default value is from the setup for the selected account type. A posting profile must be specified for every update of, for example, a vendor, customer, or fixed asset transaction.

Central bank purpose code

The code that is used when reporting to a central bank, if appropriate.

Purpose text

The description of the code that is used when reporting to a central bank.

Import date

Enter the import date for goods. This date is used for a report at the time of payment.

Bank document number

Select the letter of credit bank document number.

This field is available only if the Enable import letter of credit check box is selected in the General ledger parameters form.

Shipment number

Select the letter of credit shipment number.

This field is available only if the Enable import letter of credit check box is selected in the General ledger parameters form.

Fee ID

The identifier of the fee.

Fee amount

The amount of the fee. This is an absolute value.

Currency

The currency code for the fee.

Sales tax group

The sales tax group for the fee.

Item sales tax group

The item sales tax group for the fee.

Account type

The type of account, such as vendor, customer, or ledger, that the fee transaction is applied to.

Account

Select the account for the fee transaction. The selection is limited by the account type.

Bank transaction type

Select the bank transaction type that is used for the payment.

Payment reference

A reference to a specific payment.

Deposit slip

The deposit slip number for the posted payment line, if the Use a deposit slip check box is selected.

Account identification

Select or view the bank account that is receiving the payment.

You can change this field if the payment status is not Sent or Approved.

Transaction type

Select or view the type of transaction for the fixed asset transaction.